What is task management?
Task management involves creating tasks that need to be completed for hiring (onboarding), terminating (offboarding), and transferring (transitioning) employees. It utilizes the concept of checklists, which are lists of tasks related to onboarding, offboarding, or transitioning. Task management uses these checklists to group tasks and assign them to individuals or groups. The checklist functionality for onboarding, offboarding, and transitions is similar.
Task management setup:
To begin working on task management, certain configurations must be set up, some of which are mandatory while others are optional.
1. Setting up the calendar: The calendar specified for a checklist is utilized to calculate the due dates of tasks within that checklist. Working and non-working days are defined during the calendar setup. Working days are taken into account when calculating task due dates, while non-working days.
Once a calendar is configured, it is linked to a checklist template. This ensures that the due dates for all tasks within the checklist are calculated consistently. Multiple calendars can be set up, but each checklist can only be associated with one calendar.
2. Setting up assignment groups (Optional): Occasionally, a task is managed by a group of individuals. For instance, a team of IT workers might be responsible for preparing laptops for new hires.
Once an assignment group is established, it becomes an option for selection when creating a task. To assign a task to a specific group, you need to choose 'Group' in the Assignment type. The created group will then be accessible for selection in the 'Assigned to' field.
3. Setting up task groups (Optional): An onboarding, offboarding, or transition process often involves numerous tasks. To streamline the assignment of all necessary tasks to a checklist, you have the option to create task groups to organize related tasks. For instance, HR, IT, and Payroll departments may each have specific tasks for hiring a new employee. Consequently, you can create task groups such as HR, IT, and Payroll. Then, when creating a task, you can associate it with one of these task groups.
When adding a task to a checklist, you can filter the task list by the assigned task group. For example, when creating a checklist template, you can filter the list to display only IT tasks assigned to the IT task group. This ensures that only relevant IT tasks are selected.
Task Library: A task defines a specific piece of work or action that someone must complete. Tasks can be reused and added to one or more checklists
Checklists: A checklist is a collection of tasks that must be completed as part of a business process. For example, there might be a checklist that all new employees must complete, along with one or more other checklists specific to workers in particular roles.
Creating a New Checklist Task: Here, we begin by adding tasks. Ensure that tasks are assigned to the appropriate position rather than specific individuals to avoid issues if an assigned worker resigns. Tasks can also be assigned to a group of people or to the employee self-service for current, terminated, or transferred employees. Additionally, tasks can be assigned to the manager, but it's essential to ensure that the employee is assigned to a position for the manager to be identified.
Due date offset: Establish when tasks need to be completed, either before or after a certain number of days from the hiring, termination, or transition date. This ensures that the individual responsible for the task is aware of the deadline.
How does task management work? It operates by automatically assigning the tasks that have been set up when we select the checklist during hiring, termination, or even transition processes.
Did you forget to assign a checklist? Don't worry, the screen below shows you how to assign a checklist per employee. You can select the type and the date.
How it works?
In the task management workspace, users can view all tasks, manage assigned tasks, update task statuses, reassign tasks to other employees, and check due dates. Additionally, users can identify overdue tasks and view recent hires for onboarding processes. We can easily switch between the three tabs: onboarding, offboarding, and transition, to streamline task management across different employee lifecycle stages.
